How to Address Resignation Withdrawals and Unethical Salary Demands in a Memo?

Dear all, I need to write an internal memo regarding employees submitting resignations and then requesting withdrawals, as this has become a trend in our company. Additionally, employees frequently ask for salary raises whenever they feel like it and even threaten to leave the organization. Therefore, I have instructed the preparation of an internal memo clearly stating to employees/groups that management will not entertain resignations (without proper consideration) and subsequent withdrawals of resignations. This memo should also address the unethical demands made by employees. I am struggling to find suitable language for this communication. I kindly request assistance with drafting the memo.

Many thanks.

Regards, Rinki

It seems your organization is not well-prepared to deal with such cases. Try to understand why employees act in this manner; it may be because they don't fear losing their jobs and believe your company is heavily dependent on them. You need to change this perception.

Create a Backup for Key Positions

Create a second-line backup for every important position in the organization so that if anyone leaves at any point, the backup can serve the purpose.

Set Clear Policies

Set a policy that once an employee hands in their resignation, it cannot be withdrawn unless management permits it. Also, establish a clear policy for appraisals, whether they will be conducted yearly or half-yearly, as per your management's decision.

Remember, for employers, there is no scarcity of resources, and for candidates, there is no scarcity of opportunities. Therefore, you should not be overly dependent on any employee.

This is, in short, what you can do. For more detailed suggestions, please feel free to write to me.

Regards,
[username]

It seems that your organization does not have proper policies and procedures in place regarding Human Resource Management. Furthermore, it appears that the management either does not want to or is hesitant to make tough decisions, leading people to take advantage. It is advisable to establish appropriate policies and procedures and effectively communicate them to the employees.

Additionally, focus on fostering a positive work culture and developing successors for each senior/key position. When individuals perceive the management as vulnerable, they may resort to the tactics mentioned earlier.

If you require professional assistance and advice, please do not hesitate to reach out to us. We would be more than happy to assist you.

Best regards, [Your Name]

Subject: Company Resignation Policy Initiative

Greetings All,

As you're all aware, our company is continually looking to evolve, grow, and expand not just externally in a manner that benefits our clients, but also internally. We are always seeking ways in which we can make this office a friendly and fun workplace where our 'insert company name' family feels safe, welcome, and stress-free.

As part of this growth, we are also looking to implement and enforce certain HR policy initiatives that we're sure would help bring transparency and stability to your various roles within our XXXcompanynameXXX family.

In order to best facilitate change management, we are instituting the following changes to the 'Resignation Policy':

1. All resignation letters submitted to HR must be duly dated, signed, and submitted in hard copy as well as by email to 'insert-hr-email-id-here'.
2. One month or 30 days' notice is mandatory (whichever is greater).
3. All resignation emails must be addressed to HR and copied to respective team/project leaders.
4. All resignations will undergo a 15-day review process, within which time no withdrawal of said resignation will be permitted.
5. If an employee wishes to withdraw his/her resignation, they must sign a new contract, whereby they will be treated as a new joiner.

Please contact HR for any clarifications.

Regards, XXX

Like other members mentioned, the employees seem to be taking your company for granted. However, I think you are barking up the wrong tree. It's the management that should be changing their ways rather than sending some sort of circular or memo to the employees.

The internal memo that you wish to send would have the effect of just 'For Your Info' ONLY. Nothing more. The final action has to be from the management end.

Next time when someone resigns, plainly give him/her a time of 1 day—absolutely NO more—to make up his/her mind if he/she is serious, with clear instructions that the resignation can be withdrawn only within that period. Once the timeline kicks in, no question of withdrawal, and the formal resignation/relieving process would begin.

It's here that the management has to be steadfast about any link-ups with salaries and/or promotions. One way to do it is to accept the resignation and then promote the person next in the ladder to the position of the one who resigned. The internal peer support and link-up to salary would automatically wane, and the person who resigned will be on his/her own.

I did this years back in a similar one-off situation to a guy working with me, and that guy had no other way but to get relieved and fall on the road (he didn't have any offer but thought he could get a salary hike and promotion by blackmailing with his resignation—it was months before he joined another job). There wasn't another such case again for years until I was working there.

All the best.

Regards, TS